Procurement Senior Assistant

Organizational Context

The UNOPS Africa Regional Office, based in Nairobi, Kenya, oversees more than 250 projects across 40 countries, focusing on fragile and conflict-affected settings. It provides strategic leadership and operational support in areas like Climate Action, Health, and Infrastructure, aiming to advance national priorities and improve quality of life across the continent through excellent project delivery and knowledge sharing.

Job Purpose

The Procurement Senior Assistant provides essential administrative support for a wide range of procurement and contracting processes, including those for goods, services, and works. This role is crucial for ensuring the consistent quality of procurement steps and facilitating optimal information flow within the East and Southern Africa Multi-Country Office (ESAMCO). By managing transactional procurement and supplier data, and utilizing e-procurement tools, the assistant directly contributes to the effective delivery of development and infrastructure projects across a multi-country portfolio, supporting UNOPS' mission in the region.

Responsibilities

The role involves comprehensive procurement administration, including assisting in drafting bidding documents, evaluation reports, and contract award submissions, ensuring adherence to format and content standards. Key duties include processing procurement transactions in the OneUNOPS system, preparing Purchase Orders, Contracts, and Long-Term Agreements, and managing invoice processing for timely payments. The assistant will monitor expenditure against allocations, handle incoming communications and requests, and prepare reports, statistics, and status updates on procurement activities. Client service is also a significant aspect, requiring interaction with clients to provide information and guidance on procurement processes and procedures, ensuring correct and timely service delivery.

Work Experience

Required experience includes working in procurement or related fields, and proficiency in using collaboration tools like MS Office/G-Suite and web-based management systems. Experience in multicultural environments or UN system organizations within a developing country is desirable, as is experience in development or humanitarian contexts.

Skills

Contract Management, Market Analysis, Procurement, Regulations, Risk Management, eProcurement

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